Type of Appointment: Full-Time, At Will 

Job Classification: Administrator I 

Anticipated Hiring Range: $49,620 - $114,708 annually (Commensurate with skills and qualifications)

Work Hours: Monday - Friday, 8am -5pm, unless otherwise notified 

Recruitment Closing Date: November 7, 2025

 

 

THE DEPARTMENT:

Continuous Improvement and Audits strengthens the University’s governance, accountability, and operational performance by overseeing continuous improvement, project management, and internal audit functions. The unit leads strategic planning and major initiatives, establishes operational standards, and supports leadership in aligning divisional priorities with institutional goals. It also houses the Internal Audit function, providing independent assurance, coordinating external audits, conducting investigations, and advising on risk management and compliance. Together, these functions promote efficiency, transparency, and integrity in support of the University’s mission.

DUTIES AND RESPONSIBILITIES:

Continuous Improvement

• Administer and manage divisional organizational effectiveness initiatives
• Under the direction of the Executive Director, the Operational Excellence Manager is responsible for developing and administering various aspects of the division’s organizational effectiveness and continuous improvement initiatives.
• Promote a culture of continuous improvement throughout the Division of Administrative Affairs
• Identify opportunities for divisional effectiveness and continuous improvement
• Oversee the implementation of organizational development strategies and processes
• Conduct organizational assessments of all operational, business, and functional units to identify areas where the organization could improve its performance, culture, or structure
• Facilitate learning events to engage and educate University colleagues through workshops and seminars • Analyze data and creating reports to identify trends and opportunities for improvement • Collaborate with other departments to ensure that the organization is aligned with its mission and goals • Measure the achievement of established goals • Consult with management on performance, organizational, and leadership matters • Facilitate change management • Utilize various technologies to facilitate process improvement efforts • Report results and successes to divisional leadership •Oversee the work of the OE Divisional Policy Analyst.

Strategic Planning and Performance Management

• Support the Executive Director in coordinating high-priority projects from concept to implementation.
• Work collaboratively across the University to support high-level strategic planning issues and initiatives
• Support the Executive Director in overseeing the division's progress on meeting strategic objectives on a quarterly basis
• Help design and implement the project management processes
• Monitor divisional key performance indicators
• Provide high profile reporting for divisional and university leadership.
• Working with divisional leadership to operationalize larger strategic plans within departments and administrative functions while working collaboratively as a partner with leaders across the division.
• Leading cross functional teams to troubleshoot and address strategic questions and build and manage action plans.
• Identifying and assessing activities across the division where there is a specific need to define or align strategy, address blockers (process, planning, structure, etc.) or capture unique opportunities.
• Supporting the leadership to ensure alignment and movement with speed on prioritized areas of focus

Project Management

• Support the Executive Director in: Refining and managing workflows and operational details for organizational effectiveness and project management staff. This includes delineating roles and responsibilities, crafting streamlined workflows, and providing clear guidelines for day-to-day operations.
• Overseeing special/high priority projects as assigned by providing direction to project management staff, overseeing the planning, execution, and successful completion of university projects, ensuring they align with strategic goals, are completed on time, and stay within budget, while fostering a culture of collaboration, efficiency, and continuous improvement.
• Supplement the work of designated staff by gathering project requirements and helping ensure projects are properly scoped.
• Developing planning materials to support teams through planning and implementation of projects.
• Tracking progress and evaluating project quality and delivering project status reports
• Scheduling, facilitating and documenting team meetings, tracking and reporting on action items.
• Communicating with project team members, stakeholders and other constituencies, including staff, faculty, students, University partners, community members.
• Analyzing and monitoring projects to identify issues and risks; meeting with team members to discuss and resolve issues.
• Plan and execute special projects as assigned by the Executive Director.

Divisional Policy and Program Development

• Oversight of divisional policy initiatives by collaborating with the divisional policy analyst to develop, review, and update divisional policies and procedures, ensuring alignment with institutional goals and compliance with relevant regulations and standards.
• Working closely with the divisional policy analyst to communicate policies effectively to stakeholders, fostering a clear understanding and adherence to divisional guidelines while also managing any necessary revisions or updates as circumstances change.

Divisional Website:

• Oversee standardization and enhancement of divisional websites to streamline information access and improve user experience.
• Gather feedback from divisional teams and customers to identify key areas for improvement, focusing on consistency, ease of navigation, and content accessibility.
• Collaborate with divisional teams to design user-focused website layouts aligned with organizational goals.
• Supervise the contract technician to ensure efficient and effective implementation of website updates.

Administrative Operations:

• Supplement office administrative support staff, provides support activities for the Vice President’s office, such as resolving problems and responding to inquiries, and ensuring operational commitments are met
• Engages in professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops
• Participate in hiring decisions and performance appraisal
• Performs miscellaneous job-related duties as assigned

 

QUALIFICATIONS:

• Bachelor's Degree - Bachelor's degree in Business, Organizational Development, Education, or another related field.
• Lean Green-Belt certification or higher.
• Four years of related experience in human resources, organizational development, or business management involving process evaluation and the implementation of improvement policies, procedures, practices, or programs
• One to two years of experience in developing, implementing, and facilitating training and workshop programs and assessments
• Proficient in organization development
• Ability to manage multiple projects in a consultative, efficient, and effective manner
• Ability to navigate a highly collaborative and diverse environment
• Expertise in process improvement techniques such as LEAN, Kaizen, etc.
• Strong skills in assessment and analysis of data reporting
• Excellent teaching, presentation and communication skills (written and verbal)
• Superior organizational and multi-tasking capabilities
• Strong interpersonal and relationship-building skills
• Strong customer service focus and adeptness to interact with and influence all levels within and external to the organization
• Ability to create, deliver and assess needs related to various positions and produce training programs and materials to target these needs
• Ability to meet timelines and deadlines
• Ability to learn new skills and to quickly absorb new information
• Ability to demonstrate successful outcome and completion of projects through metrics, and financials
• Ability to successfully improve processes and streamline work using lean principles and quantifying and qualifying results
• Proficient knowledge of Microsoft Office suite

 

PREFERRED QUALIFICATIONS:

• Master’s Degree or higher in Business, Organizational Development, Education, or another related field
• Certified Lean Six Sigma Yellow Belt (CLSSYB) or higher
• Project Management Certified
• 3 or more years of experience leading Kaizen initiatives
• 2 or more years of experience as an organizational development specialist
• Higher education experience
• Project plan development experience

 

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy. 

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy.

 

CSU Classification Salary Range

This position is part of the Management Personnel Plan bargaining unit M80 (Non-Represented). The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,135 and maximum $12,288 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to the CSU's Conflict of Interest Policy. 

 

Outside Employment Disclosure 

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to the Outside Employment Disclosure Policy. 

 

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at the Child Abuse/Neglect Reporting policy.

 

Security & Fire Safety 

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.